Job Description

Please note:

• Current work authorization for Canada is required for all openings.
• You will be working on a hybrid schedule as part of Fidelity’s dynamic working arrangement.
• This is a regular, full-time opportunity.

Who We Are

At Fidelity, we’ve been helping Canadian investors build better financial futures for over 35 years. We offer individuals and institutions a range of trusted investment portfolios and services - and we’re constantly seeking to find new and better ways to help our clients. As a privately owned company, we boldly embrace innovation in all areas as we continue to grow our business into the future.

Working with us means you’ll be part of a diverse and dedicated group of people who make a real difference for our clients and communities every day. You’ll have a wide range of opportunities to grow and develop your career in an inclusive environment where you’ll feel valued and supported to be your best - both personally and professionally.

Fidelity Wealth is a new wealth management service, designed to support financial advisors with their succession planning and transition to retirement. Our mission is to help financial advisors achieve their own retirement goals with confidence, knowing that their clients will continue to be offered professional financial advice and leading investment management solutions.

To learn more about Fidelity Wealth, please visit: https://www.wealth.fidelity.ca/en/

How You’ll Make an Impact

The Administrative Assistant provides a variety of coordination and administrative services to the management team. This role interacts with all levels of the organization as well as external clients/contacts and supports the day-to-day operations of the department by acting as the first point of contact for all administrative needs, requests and inquiries.

Primary responsibilities:

Manage calendar for management team members as required

• Meetings are scheduled and appropriate follow-up conducted (who has accepted, declined, should meeting be rescheduled based on who declines etc.). There are 6-7 calendars to manage at a time (with various degrees of complexity)
• Meeting conflicts are identified and prioritized as necessary.
• Meeting material is prepared and available in a timely manner.
• Meeting rooms are properly equipped (LAN access, room-set-up etc.).

Provide general administrative support such as invoice payment, completing requisitions, filing and expense reporting

• Purchase Requisitions for the Finance and Corporate Services team are submitted on time and accurately.
• Invoices/ payments adhere to corporate guidelines and timeliness.
• MACs (Move, Add, Change) are completed and are followed up to ensure completion.
• Travel itineraries are prepared and available in a timely manner.
• T&E reports are submitted on time and accurately.

Assist with the onboarding of new joiners to the team

• Submit MACs (Move, Add, Change) requests and followed-ups to ensure completion.
• Coordinate the equipment and software requirements for new joiners.
• Maintain Day 1 Welcome package and assist with first day introduction and tours.

Prepare and revise reports and databases as required

• Assists with the tracking of various performance measures on behalf of the team (reporting inventory, sick & vacation days, etc.)
• Departmental e-mail distribution lists are up to date.

Plan and coordinate meetings, special functions and events, both on and off-site

• Arrangements for equipment (computers, LAN access) have been made and are tested to ensure functionality.
• Catering is set-up and clean-up is arranged, as necessary.
• .

Respond to internal and external inquiries and requests for information

• Gathers all relevant information from requestor.
• Directs inquiries to the appropriate person(s).
• Explains policies and procedures.

Provide reception relief when requested by Human Resources

• Acts as first point of contact for external visitors.
• Provides phone support.
• Assists with scheduling of meeting rooms.

What We’re Looking For

• 1-3 years of experience in an administrative role, preferably in the financial services/mutual fund industry.
• Post-secondary education or equivalent work experience.

The Expertise You Bring

• Excellent verbal and written communication skills.
• Excellent organizational and planning skills.
• Ability to maintain confidentiality and demonstrate considerable use of tact, diplomacy, discretion and judgment.
• Team player with good interpersonal skills.
• Strong computer skills in MS Office (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat.
• Experience with CONCUR for expenses and travel bookings is an asset.

Total Rewards That Reflect Your Impact

We believe exceptional work deserves exceptional recognition. That’s why we offer a competitive compensation package designed to support your success today—and your financial well-being tomorrow.

For this role, your total rewards include:

• Base Salary and Discretionary Performance Bonus: Total annual cash compensation (base salary plus target bonus) ranges from $60,000 to $76,000, based on your experience and qualifications.
• RRSP Contribution: After 6 months of employment, we invest in your future with an RRSP contribution—no employee matching required.

We’re proud to offer a compensation package that aligns with provincial pay transparency requirements.

This posting represents an existing vacancy within our organization—an opportunity to step into a role where your talents will make a meaningful difference.

Some of the ways we will help you feel valued and supported as part of our team:

• Flexible working arrangements.
• Competitive total compensation, including company contributions to your group RRSP without a matching requirement from you.
• Comprehensive health benefits that start on your first day, with 100% employer-paid premiums, which include up to $5,000 annually for mental health services and therapy.
• Parental leave top-up to 100% of your salary for a period of 25 weeks.
• Up to $650 for home office equipment.
• Generous time off policy, including two paid days annually to volunteer at a charity of your choice.
• Diversity and inclusion programs, including an active network of Employee Resource Groups.
• Extensive professional development opportunities, including access to over 11,000 training and development courses, tuition reimbursement, and monetary rewards for completing a required designation.

We care a lot about fostering a compassionate, people-centric culture, and are proud to have been named one of Canada’s Top 100 employers for the last five years.

We use AI-enabled LinkedIn Hiring Assistant to support parts of our sourcing process. Every hiring decision is reviewed and finalized by our recruiters. If you choose to ask questions to the LinkedIn HR Hiring Assistant, please be mindful that the responses are not official and must be confirmed for accuracy and completeness by Fidelity. If you are selected for an interview, the recruiter who contacts you can best answer your questions.

Fidelity Canada is an equal opportunity employer

Fidelity Canada is committed to fostering a diverse and inclusive workplace. We will consider all qualified applicants for employment regardless of race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, age, disability, family status, protected veterans’ status, Aboriginal/Native American status or any other legally-protected ground.

Accommodation during the application process

Fidelity Canada welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in the selection process. If you require an accommodation, please email us at FidelityCanadaStaffing@fidelity.ca.

No telephone inquiries or agencies please. We thank all applicants for their interest, please be advised that only those selected for an interview will be contacted.

Why Work at Fidelity?

We are proud to be recipients of the following:

Awards

• Canada's Top 100 Employers

o Greater Toronto's Top Employers

o Canada's Top Family-Friendly Employers

o Canada's Top Employers for Young People

• Great Place To Work® Certified

o Best Workplaces for Inclusion

o Best Workplaces for Mental Wellness

o Best Workplaces for Today's Youth

o Best Workplaces for Women

o Best Workplaces in Financial Services & Insurance

o Best Workplaces in Ontario

o Best Workplaces with Most Trusted Executive Teams

• LinkedIn Top Companies in Canada
• Human Resource Director (HRD) - Best Place To Work

o HRD - 5-Star Benefit Program

o HRD - 5-Star Diversity & Inclusion Employer

Designations

• Canadian Compassionate Companies – Certified
• Benefits Canada's Workplace Benefits Award - Future of Work Strategy
• TalentEgg National Recruitment Excellence Award - Special Award for Diversity & Inclusion in Recruiting
• Canadian HR Reporter's Most Innovative HR Team